PDF REQUEST FOR PROPOSALS .gov

[Pages:72]State of New York Executive Department Office of General Services - Procurement Services Group

New York State Strategic Sourcing Corning Tower - 38th Floor Empire State Plaza Albany, NY 12242

REQUEST FOR PROPOSALS

IMPORTANT: SEE "PROPOSAL FORMAT AND PROPOSAL DELIVERY INSTRUCTION" CLAUSES HEREIN BIDS MAY BE SENT TO THE ABOVE ADDRESS ONLY

(E-Mail or Facsimile Bid Submissions Are NOT Acceptable)

BID OPENING

DATE: October 30, 2012

TIME:

11:00 AM

REQUEST FOR PROPOSALS NUMBER:

22418

TITLE: Group 75525 ? Office Equipment

Classification Code(s): 43 and 44

SPECIFICATION REFERENCE: As Incorporated in the Request for Proposal

CONTRACT PERIOD: Three (3) Years plus renewal option for up to two (2) additional one (1) year terms. DESIGNATED CONTACTS:

Primary Contact: Jamie Nusbaum E-mail address: SST_off_equip@ogs.

Secondary Contact: Wendy Reitzel E-mail address: SST_off_equip@ogs.

Tertiary Contact: Sharon Buck E-mail address: SST_off_equip@ogs.

The bid must be fully and properly executed by an authorized person. By signing you certify your express authority to sign on behalf of yourself, your company, or other entity and full knowledge and acceptance of this REQUEST FOR PROPOSALS, Appendix A (Standard Clauses For New York State Contracts), Appendix B (OGS General Specifications), and State Finance Law ?139-j and ?139-k (Procurement Lobbying), and that all information provided is complete, true and accurate. By signing, bidder affirms that it understands and agrees to comply with the OGS procedures relative to permissible contacts as required by State Finance Law ?139-j (3) and ?139-j (6) (b). Procurement lobbying information may be accessed at: .

Bidder's Federal Tax Identification Number:

(Do Not Use Social Security Number)

NYS Vendor Identification Number:

(See "New York State Vendor File Registration" clause)

Legal Business Name of Company Bidding:

D/B/A - Doing Business As (if applicable):

Street

City

State

Zip

County

If you are not bidding, place an "x" in the box and return this page only. WE ARE UNABLE TO BID AT THIS TIME BECAUSE______________________________________________.

Bidder's Signature:

Printed or Typed Name:

Title:

Phone : ( )

-

Fax : ( )

-

Date:

ext (

) Toll Free Phone : ( )

-

ext (

) Toll Free Fax : ( )

-

E-mail Address:

Company Website:

P.R. # 22418

FOR PROCUREMENT SERVICES GROUP USE ONLY

LIT

MEMO

MISSING PAGES

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SECTION 1.

Table of Contents PROCUREMENT SCHEDULE .......................................................................................................................... 5

1.1 ISSUING AGENCY .................................................................................................................................................................. 5

1.2 INQUIRIES ............................................................................................................................................................................... 5

1.3 PRE-BID CONFERENCE ........................................................................................................................................................ 5

1.4 RFP DOCUMENTS.................................................................................................................................................................. 5

1.5 KEY EVENTS/DATES ............................................................................................................................................................. 6

1.6 TYPE OF CONTRACT............................................................................................................................................................. 6

1.7 INTENT TO SUBMIT A PROPOSAL ...................................................................................................................................... 6

1.8 SUMMARY OF POLICY AND PROHIBITIONS ON PROCUREMENT LOBBYING .............................................................. 6

1.9 DEFINITIONS .......................................................................................................................................................................... 6

SECTION 2. INTRODUCTION................................................................................................................................................. 9

2.1 OVERVIEW .............................................................................................................................................................................. 9

2.2 BACKGROUND ....................................................................................................................................................................... 9

SECTION 3. STATEMENT OF WORK.................................................................................................................................... 9

3.1 SCOPE..................................................................................................................................................................................... 9

3.2 ESTIMATED QUANTITIES ................................................................................................................................................... 10

3.3 QUALIFICATIONS OF PROSPECTIVE BIDDERS .............................................................................................................. 11

SECTION 4. PROPOSAL REQUIREMENTS ........................................................................................................................ 11

4.1 ADMINISTRATIVE PROPOSAL REQUIREMENTS ............................................................................................................. 11

4.2 TECHNICAL PROPOSAL REQUIREMENTS ....................................................................................................................... 12

4.3 COST PROPOSAL REQUIREMENTS.................................................................................................................................. 12

SECTION 5. PROCUREMENT AND ADMINISTRATIVE BACKGROUND .......................................................................... 15

5.1 NEW YORK STATE PROCUREMENT RIGHTS .................................................................................................................. 15

5.2 DISPUTE RESOLUTION POLICY ........................................................................................................................................ 15

5.3 ELECTRONIC BID OPENING RESULTS ............................................................................................................................. 15

5.4 BIDDER DEBRIEFING .......................................................................................................................................................... 15

SECTION 6. FORMAT AND CONTENT OF BID SUBMITTAL ............................................................................................ 16

6.1 RESPONSIVENESS .............................................................................................................................................................. 16

6.2 INCORPORATION................................................................................................................................................................. 16

6.3 PROPOSAL FORMAT........................................................................................................................................................... 16

6.4 SUBMISSION OF ELECTRONIC MEDIA ............................................................................................................................. 17

6.5 PROPOSAL DELIVERY INSTRUCTIONS............................................................................................................................ 17

6.6 PROPOSAL LIABILITY......................................................................................................................................................... 18

6.7 PROPOSAL VALIDITY ......................................................................................................................................................... 18

6.8 IMPORTANT BUILDING ACCESS PROCEDURES............................................................................................................. 18

SECTION 7. METHOD OF AWARD/EVALUATION ............................................................................................................. 18

7.1 STATE EVALUATION PHILOSOPHY .................................................................................................................................. 18

7.2 METHOD OF AWARD OF CONTRACT ............................................................................................................................... 18

7.3 EVALUATION PROCESS ..................................................................................................................................................... 18

7.4 PROPOSAL RANKING ......................................................................................................................................................... 19

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7.5 NOTIFICATION OF AWARD................................................................................................................................................. 19 SECTION 8. TERMS AND CONDITIONS ............................................................................................................................. 19 8.1 PRICE .................................................................................................................................................................................... 19 8.2 CONTRACT PERIOD AND RENEWAL ................................................................................................................................ 19 8.3 SHORT TERM EXTENSION ................................................................................................................................................. 19 8.4 PACKING SLIPS ................................................................................................................................................................... 20 8.5 INSTALLATION AND NETWORKING (MANDATORY OPTIONS) ..................................................................................... 20 8.6 MINIMUM ORDER ................................................................................................................................................................. 20 8.7 VOLUME DISCOUNTS ......................................................................................................................................................... 20 8.8 ASSET TAGGING (MANDATORY OPTION) ....................................................................................................................... 20 8.9 SUPPLEMENTAL SOFTWARE (NON-MANDATORY OPTION) ......................................................................................... 20 8.10 WARRANTY REQUIREMENTS .......................................................................................................................................... 20 8.11 ADDITION OF NEW NON-MANDATORY OPTIONS ......................................................................................................... 20 8.12 MAINTENANCE (NON-MANDATORY OPTION ? LOTS 1 & 2) (MANDATORY OPTION ? LOT 3) ................................ 21 8.13 SERVICE REPORTS ........................................................................................................................................................... 21 8.14 CONTRACT PRICELIST ..................................................................................................................................................... 21 8.15 CONTRACT ADMINISTRATOR.......................................................................................................................................... 22 8.16 TOLL-FREE NUMBER ........................................................................................................................................................ 22 8.17 INTERNET ACCESS TO CONTRACT AND PRICING INFORMATION ............................................................................ 22 8.18 NEW YORK STATE STATE FINANCIAL SYSTEM (SFS)................................................................................................. 23 8.19 USE OF RESELLERS/DISTRIBUTORS/ALTERNATE CHANNEL PARTNERS .............................................................. 23 8.20 INSURANCE REQUIREMENTS.......................................................................................................................................... 24 8.21 EQUIPMENT GUARANTEE ................................................................................................................................................ 24 8.22 PERFORMANCE AND BID BONDS................................................................................................................................... 24 8.23 OVERLAPPING CONTRACT ITEMS.................................................................................................................................. 24 8.24 PROCUREMENT INSTRUCTIONS..................................................................................................................................... 25 8.25 PLAN TO PROCURE (PTP)................................................................................................................................................ 25 8.26 INSTRUCTION MANUALS AND DOCUMENTATION ....................................................................................................... 25 8.27 SALES REPORTING REQUIREMENTS ............................................................................................................................ 25 8.28 AUTHORIZED USER SECURITY PROCEDURES............................................................................................................. 26 8.29 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 ............................................................. 26 8.30 TAKE-BACK/RECYCLING ................................................................................................................................................. 26 8.31 NEW YORK STATE VENDOR FILE REGISTRATION....................................................................................................... 26 8.32 NEW YORK STATE VENDOR RESPONSIBILITY QUESTIONNAIRE FOR-PROFIT BUSINESS ENTITY ..................... 27 8.33 TAX LAW ?5-A .................................................................................................................................................................... 27 8.34 NON-STATE AGENCIES PARTICIPATION IN CENTRALIZED CONTRACTS AND EXTENSION OF USE................... 28 8.35 NEW YORK STATE PROCUREMENT CARD.................................................................................................................... 28 8.36 PREFERRED SOURCE PRODUCTS ................................................................................................................................. 28 8.37 ENVIRONMENTAL ATTRIBUTES AND NYS EXECUTIVE ORDER NO. 4 ...................................................................... 29 8.38 USE OF RECYCLED OR REMANUFACTURED MATERIALS.......................................................................................... 29 8.39 BULK DELIVERY AND ALTERNATIVE PACKAGING MATERIALS................................................................................ 29 8.40 INFORMATION SECURITY BREACH AND NOTIFICATION ACT .................................................................................... 29 8.41 AMERICANS WITH DISABILITIES ACT (ADA) ................................................................................................................. 29

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8.42 MERCURY ADDED CONSUMER PRODUCTS.................................................................................................................. 30 8.43 DIESEL EMISSION REDUCTION ACT OF 2006 (NEW REQUIREMENT OF LAW) ........................................................ 30 8.44 ELECTRONIC EQUIPMENT RECYCLING AND REUSE ACT .......................................................................................... 30 8.45 IRAN DIVESTMENT ACT.................................................................................................................................................... 30 8.46 PUBLIC WORKS ................................................................................................................................................................. 31 8.47 MWBE CONTRACTOR REQUIREMENTS AND PROCEDURES FOR BUSINESS PARTICIPATION OPPORTUNITIES FOR NEW YORK STATE CERTIFIED MINORITY AND WOMEN-OWNED BUSINESS ENTERPRISES AND EQUAL EMPLOYMENT OPPORTUNITIES FOR MINORITY GROUP MEMBERS AND WOMEN ......................................................... 31 8.48 GENERAL REQUIREMENTS ............................................................................................................................................. 32 8.49 APPENDIX B AMENDMENTS: ........................................................................................................................................... 32 8.50 NON-COLLUSIVE BIDDING CERTIFICATION .................................................................................................................. 33 APPENDIX A ................................................................................................................................................................................ 35 APPENDIX B ................................................................................................................................................................................ 42 APPENDIX C ................................................................................................................................................................................ 71

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SECTION 1.

PROCUREMENT SCHEDULE

1.1 ISSUING AGENCY

The issuing agency is the New York State Office of General Services (OGS) Procurement Services Group. This RFP is for the purchase of Office Equipment, which is defined as "Workgroup Printers, Multifunction Printers (MFPs) and Production Printers. The Contracts awarded as a result of this RFP will be centralized contracts primarily for, but not limited to, New York State Agencies. Additionally, the contracts may be utilized by Non-State Agencies, including political subdivisions, school districts and others authorized by law (See ?8.34, Non-State Agencies Participation in Centralized Contracts And Extension Of Use). Accordingly, references to the State and its Agencies as Authorized Users under this solicitation and the ensuing Contract(s) encompass and include all such entities within the definition of "Authorized User" set forth in Appendix B, ?5, Definitions. This RFP outlines the terms and conditions, and all applicable information required for submitting a proposal. A Bidder should pay strict attention to the bid opening date and time to prevent disqualification. To ensure compliance with RFP requirements and prevent possible disqualification, Bidders must follow the format and instructions in ?6, Format and Content of Bid Submittal. The scope of this RFP can be found in ?3.1.

1.2 INQUIRIES

All inquiries concerning this RFP will be addressed to the following Office of General Services Procurement Services Group (PSG) designated contact(s) and issuing office:

Primary

Secondary

Tertiary

Jamie Nusbaum NYS Office of General Services Strategic Sourcing Group Corning Tower - 37th Floor Empire State Plaza Albany, New York 12242 E-Mail: sst_off_equip@ogs.

Wendy Reitzel NYS Office of General Services Strategic Sourcing Group Corning Tower - 37th Floor Empire State Plaza Albany, New York 12242 E-Mail: sst_off_equip@ogs.

Sharon Buck NYS Office of General Services Strategic Sourcing Group Corning Tower ? 37th Floor Empire State Plaza Albany, New York 12242 E-Mail: sst_off_equip@ogs.

All questions must be submitted in writing using "Attachment 8 - Inquiries Template," citing the applicable RFP document name and document section. The completed Attachment 8 - Inquiries Template must be emailed to SST_off_equip@ogs. by the "Closing Date for Inquiries" indicated below. Inquiries submitted after the Closing Date for Inquiries will not be answered. A Bidder is strongly encouraged to submit questions at their earliest convenience. A Bidder should note that all clarifications and exceptions, including those relating to the terms and conditions of the contract, are to be resolved prior to the submission of a Proposal. Answers to all questions of a substantive nature will be provided to all Prospective Bidders in the form of a question and answer document which will be posted and released through the OGS Bidder Notification Service (BNS) () under Classification Code(s): 43 and 44.

1.3 PRE-BID CONFERENCE There is no PRE-BID CONFERENCE for this RFP.

1.4 RFP DOCUMENTS

This RFP is composed of the following documents: This Document Appendix A - Standard Clauses for New York State Contracts (December 2011) Appendix B - General Specifications (July 2006) Appendix C - Equal Employment Opportunity Staffing Plan (Form EEO 100) Attachment 1 ? Office Equipment Performance Specifications (Revised October 12, 2012) (Microsoft Excel) Attachment 2 ? Office Equipment Pricing Pages (Microsoft Excel) Attachment 3 ? Mandatory and Non-Mandatory Options Pricelist Template (Microsoft Excel) Attachment 4 ? Report of Contract Sales Template (Microsoft Excel) Attachment 5 ? Bidder Questions and Submittal Checklist (Revised October 12, 2012) (Microsoft Excel) Attachment 6 ? Contractor and Reseller Information Template (Microsoft Word) Attachment 7 ? Contractor Insurance Requirements (PDF) Attachment 8 ? Inquiries Template (Microsoft Excel) Attachment 9 ? MacBride, Non-Collusive Bidding, and Diesel Emission Reduction Act Certifications (PDF)

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1.5 KEY EVENTS/DATES

Event RFP Release Intent to Submit a Proposal Closing Date for Inquiries Pre-Bid Conference

Bid Opening

Date August 22, 2012 August 29, 2012 September 5, 2012 N/A

October 30, 2012

Time N/A 5:00 PM ET 5:00 PM ET

11:00 AM ET

1.6 TYPE OF CONTRACT OGS has various types of contracts available for use by Authorized Users. The Contract that shall result from this RFP is known within New York State as a "PT" Contract. This type of Contract is for technology.

1.7 INTENT TO SUBMIT A PROPOSAL A Bidder is requested to indicate its intent to submit a proposal by e-mailing the following information to SST_off_equip@ogs. on or before August 29, 2012, 5:00 PM ET, indicating:

1. Proposer's legal business name 2. Lots intending to bid

Note that the Intent to Submit a Proposal is discretionary, not mandatory, and as such is not binding in any way. However, it is highly recommended. In addition, identification of Lots which the Bidder is intending to submit a proposal for are not binding and do not have to be the same as the final proposal.

1.8 SUMMARY OF POLICY AND PROHIBITIONS ON PROCUREMENT LOBBYING Pursuant to State Finance Law ??139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between OGS and a Bidder during the procurement process. A Bidder is restricted from making contacts from the earliest notice of intent to solicit offers/bids through final award and approval of the Procurement Contract by OGS and, if applicable, the Office of the State Comptroller ("restricted period") to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law ?139-j (3) (a). Designated staff, as of the date hereof, are identified on the first page of this solicitation. OGS Employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the Bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for Contract award and in the event of two findings within a four-year period, the Bidder is debarred from obtaining governmental Procurement Contracts. Further information about these requirements can be found on the OGS website: .

1.9 DEFINITIONS Terms used in this document that are capitalized shall be defined in accordance with Appendix B, ?5, Definitions, of this RFP, which is hereby incorporated by reference. In addition, the following definitions shall apply.

1. Asset Tagging - Placing an informational tag or identifier in barcode format with a unique numerical identifier on Office Equipment for asset tracking and management purposes.

2. Authorized User(s) ? As defined in Appendix B.

3. Best Value - The basis for awarding all service and technology contracts to the bidder that optimizes quality, cost and efficiency, among responsive and responsible bidders. (State Finance Law ?163 (1) (j)).

4. Bidder - Refers to any business entity who submits a response to this RFP. At the time that the Bidder executes a contract with the State for their products and services a Bidder shall become a "Contractor." See also "Contractor".

5. Business Day - Monday through Friday from 8:00 AM ? 5:00 PM ET, excluding New York State or Federal holidays.

6. Click Charges - Office Equipment maintenance service costs which are calculated according to the number of images that are printed, copied, or scanned by the Office Equipment.

7. Configuration - Configured cost consisting of the Printer Base Model + designated Mandatory Options.

8. Consumables - Refers to standalone ink and toner cartridges, and toner cartridges with the image drum built into them, that are used by a Printer.

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9. Contract - As defined in Appendix B.

10. Contractor - Refers to a responsive and responsible Bidder who has attained a best value score for a respective Lot and is working under an executed Contract with New York State. Contractor is a general term and does not specify tier of award. Also see "Bidder", "Primary Contractor", and "Secondary Contractor".

11. DOB ? New York State Division of the Budget.

12. Estimated Monthly Page Volume - Shall equal 50% of the specified monthly duty cycle in Attachment 1 for each Office Equipment Product Category.

13. Executive Agency - Shall mean all state departments, offices or institutions but, for the purposes of this RFP, excludes the State University of New York and City University of New York. Furthermore, such term shall not include the legislature and judiciary. For the sake of clarity, the term "Executive Agency" does not include any public benefit corporation, public authority, or local government entity.

14. Extended Warranty - An extension of the warranty period beyond the required standard one (1) year warranty.

15. Grand Total Bid - Refers to the sum of the Total Cost of Ownership of all Office Equipment Product Categories in a Lot.

16. Installation - As defined in Appendix B, ?52, "Installation".

17. Ledger Size - Refers to 11" x 17" paper size.

18. Life Cycle - Shall mean the three (3) year period of time in which Office Equipment is expected to be in use.

19. Lot - Shall mean the organization of Office Equipment Product Categories for bidding purposes.

20. Maintenance - Refers to service and support activities to maintain Office Equipment in working order. Maintenance includes, but is not limited to, the following: preventative maintenance, troubleshooting and repair, scheduled cleanings, online and telephone support, and remote and on-site diagnostics.

21. Mandatory - Refers to items or information that the State has deemed that a Bidder must submit as compulsory, required and obligatory. These items or information are noted as such, or the requirements may be phrased in terms of "must" or "shall". Mandatory requirements must be met by the Bidder for Bidder's proposal to be considered responsive.

22. Mandatory Options - Refers to those additional features or accessories of the Office Equipment or services set forth in Attachment 1 that must be available for purchase by Authorized Users. Mandatory Options shall not include Extended Warranties, Replaceable Service Parts, or Consumables.

23. May - Denotes the permissive in a contract clause or specification. Refers to items or information that the State has deemed are worthy of obtaining, but not required or obligatory. Also see "Should".

24. Multifunction Printer (MFP) - A printer capable of receiving information from single-user or networked computers, that can print, scan, copy, fax and/or e-mail documents.

25. Must - Denotes the imperative in a contract clause or specification. Means required - being determinative/mandatory, as well as imperative. Also see "Shall" and "Mandatory".

26. N/A - A common abbreviation for not applicable or not available, used to indicate when information in a certain field on a table is not provided, either because it does not apply to a particular case in question or because it is not available.

27. Networking - Shall mean system setup, which includes, but is not limited to, the following: IP address programming, network interfacing, and verification of network functionality, software installation and hardware verification (including appropriate tests and diagnostics to ensure proper product operation).

28. Next Business Day - the day following a Business Day.

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29. Non-Mandatory Options - Refers to any additional features, accessories or services not otherwise required by Attachment 1. Non-Mandatory Options shall be limited to items or services that work with or are directly related to the Office Equipment bid. Non-Mandatory Options may be made available for purchase by Authorized Users. Non-Mandatory Options shall not include Extended Warranties, Replaceable Service Parts or Consumables.

30. Non-State Agencies - Political subdivisions and other entities authorized by law to make purchases from New York State centralized contracts other than those entities that qualify as State Agencies. This includes all entities permitted to participate in centralized contracts per Appendix B, ?39(b), Non-State Agency Authorized Users and ?39(c), Voluntary Extension.

31. Office Equipment - Shall mean Workgroup Printers, Multifunction Printers (MFPs) and Production Printers as defined herein.

32. Original Equipment Manufacturer (OEM) - A company that has its name, product name or logo branded on the Office Equipment.

33. Office Equipment Product Category - Refers to Office Equipment being requested within a Lot.

34. Pages Per Minute (PPM) - Measure of a Printer's guaranteed not to exceed speed when making letter size copies.

35. Performance Specification - Describes the specific performance for each piece of Office Equipment as set forth in Attachment 1.

36. Primary Contractor - shall refer to a responsive and responsible Bidder having the lowest Grand Total Bid for a Lot. Primary Contractor shall be the first selection among Contractors by an Authorized User for orders. Also see, "Secondary Contractor".

37. Printer - A device that prints text or illustrations on paper.

38. Printer Base Model - Shall include all hardware, Software and initial Consumables necessary to provide a complete working printer that meets the required minimum Performance Specifications for each specific Office Equipment Product Category in Attachment 1, and a standard One (1) Year Onsite, Next Business Day Warranty.

39. Procurement Services Group (PSG) - Shall mean a division of the New York State Office of General Services which is authorized by law to issue centralized, statewide contracts for use by New York agencies, political subdivisions, schools, libraries and others authorized by law to participate in such contracts.

40. Production Printer - A high volume printer with advanced finishing capabilities generally found in centralized reprographic operations or mailrooms.

41. Replaceable Service Parts - Refers to items on Printers, Multi-Function Printers, and Production Printers, such as fusers, photoconductors, rollers, standalone imaging units, waste bottles/cartridges, maintenance kits and other parts that are generally replaced after some period of use. Excludes Consumables.

42. Resellers - Any model for distribution of Product other than direct from the Contractor. Resellers include, but are not limited to, Alternate Channel Partners, Distributors and Agents.

43. Request For Proposals (RFP) - Shall refer to this document, its appendices and attachments.

44. Secondary Contractor - shall refer to a responsive and responsible Bidder having the second lowest Grand Total Bid for a Lot. Secondary Contractor shall be the second selection among Contractors by an Authorized User for orders. Also see, "Primary Contractor".

45. Shall - Denotes the imperative in a contract clause or specification. Means required - being determinative/mandatory, as well as imperative. Also see "Must" and "Mandatory".

46. Should - Denotes the permissive in a contract clause or specification. Refers to items or information that the State has deemed are worthy of obtaining, but not required or obligatory. Also see "May".

47. Software - Programs or applications required for functioning or Networking of the Office Equipment. Software shall work directly with the Contractor's product and be directly related to printing, copying, scanning, faxing or other operational function of the Office Equipment.

48. SST - Strategic Sourcing Team.

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